Configuring Custom Fields and Event Templates

These articles have been prepared for schools using  25Live Pro and Publisher.

There are a number of custom fields that will be created in Publisher as your events populate the Publisher calendars from 25Live Pro.  In addition, each event type that comes across from 25Live Pro will create a corresponding Event Template.  The Event Template is used by Publisher to control what custom fields are displayed on the Detailed View for each event on the calendar.  When you first bring calendars live, your event details view may contain a number of data fields (event custom attributes) that are used in 25Live Pro for tracking purposes.  Obviously, you will want to hide those fields from view on your calendars.

Quick Steps: Hiding New Custom Attributes

If you made a new custom attribute in 25Live and you want to ensure it doesn't show up on Publisher calendars, follow the steps on this page under Configuring Custom Fields.

  • Find the custom attribute using steps 1-3.
  • Uncheck the "Allow this field to be published" box described in step 4.
  • Don't forget to save your changes with the OK button in step 5!

Configuring Custom Fields

To configure the custom fields:

  1. Look under Tasks for the Define Fields link.
    Configuring Custom Fields - Tasks - Define Fields

  2. The Define Custom Fields window will open with options to customize the fields and the event templates.
    Configuring Custom Fields - Tasks - Define Custom Fields
  3. In the list of Fields, locate a custom field that you want to edit in some fashion and click it.
    Configuring Custom Fields - Define Custom Fields - Selecting a Field to Edit
  4. The Edit Custom Field dialog box will open showing you all the options at your disposal.
    Configuring Custom Fields - Edit Custom Field
    1. The Field Name group of settings contains the Field name and the Description.
      Configuring Custom Fields - Edit Custom Field - Field Name Settings
      1. The Field name is the name of the event custom attribute brought across with the feed from 25Live Pro.  Do not under any circumstances alter this name in 25Live Publisher!
      2. The Description is a textbox to add a description to the field in Publisher.  This description would only be visible by someone working in Publisher with calendars and will not feed to your public calendars.  It is customary to leave this textbox blank.
    2. The Field Type group of settings contains the Field type, Default value(s), and Value required options.
      Configuring Custom Fields - Edit Custom Field - Field Type Settings
      1. The Field type setting is the data type of the event custom attribute brought across from 25Live Pro.  In this image, you will note that this event custom attribute is of the Boolean data type in 25Live Pro.  Again, do not under any circumstances alter this Field type in Publisher!
      2. The Default value(s) setting indicates whether or not a default value has been specified for the event custom attribute.  As these will not be automatically specified in 25Live Pro, the appropriate answer is either No or Not Specified.
      3. The Value required setting indicates that this field must contain a value.  As we control which fields are required for data entry in 25Live Pro, this setting should be left to No.
    3. The Include In Templates group contains only one setting for Templates.  This setting is used to control which event templates this custom field will appear on and which it will not appear on.  If you wanted to remove the field from all templates, you would click the None link to uncheck all the boxes.  If you wanted to add this field to all of your templates, you would click the All link.  You may also selectively check the specific event templates you wish to display this field on by filling in the appropriate checkbox.  If a data field is not appearing on the details views of events, this is the first place to check.

      Configuring Custom Fields - Edit Custom Field - Include in Template Setting
    4. The Security group contains two settings:  Owning calendar and Visibility.
      Configuring Custom Fields - Edit Custom Field - Security Settings
      1. The Owning calendar setting indicates which calendar "owns" this particular custom field.  This value will be the default Customer Field Owner for the majority of your custom fields as they were created by the feed as it brought the events across to Publisher.  There is a caveat to selecting a calendar when you create a custom field in Publisher.  Currently, there is only one such instance, the Featured Event custom attribute (see Creating the Featured Event custom field in 25Live Pro and 25Live Publisher).
      2. The Visibility setting controls whether this field will display on the templates it is associated with or not.  If you want to leave a custom field on the event template but just hide it from view, you uncheck the box labeled Allow this field to be published.  Once this box is unchecked, opening an event on your calendar to view its event details will not display this field even though the data is still present on the event.  The other two settings concern the event registration module which is not operational in 25Live Publisher.
  5. Once you are satisfied with your selections, click the OK button to commit your changes.  If you go look at any event templates that have this field attached to them, you will see now that this field is labeled hidden.
    Configuring Custom Fields - Edit Custom Field - Saving Your Selections

Configuring Event Templates

To configure an event template:

  1. Look under Tasks for the Define Fields link.
    Configuring Custom Fields - Tasks - Define Fields
  2. The Define Custom Fields window will open with options to customize the fields and the event templates.
    Configuring Event Templates - Define Custom Fields - Event Templates
  3. In the list of Event Templates, locate an event template that you want to edit in some fashion and click it.
    Configuring Event Templates - Define Custom Fields - Selecting an Event Template
  4. The Edit Event Template dialog box will open containing the relevant information for your selected event template.  Event Template settings are arranged in three groups:  Template Name, Security, and Which Fields Should Be Included?
    Configuring Event Templates - Edit Event Template
    1. The Template Name group contains only two settings:  Template name and Description.  Since the Template Name populates from the event type from 25Live Pro, you should leave this value as created.  Do not under any circumstances alter the Template name in 25Live Publisher!  The Description field would not be displayed on the event details so you may leave this textbox empty.
      Configuring Event Templates - Edit Event Template - Template Name Settings
      The Security group contains only one setting:  Owning calendar.  The Owning calendar will be set by default when the event type is first encountered by Publisher.  Do not under any circumstances alter this setting in 25Live Publisher!
      Configuring Event Templates - Edit Event Template - Security
    2. The Which Fields Should Be Included? setting is broken into two items:  User Defined Fields and Selected Fields.
      1. The User Defined Fields will contain a list of custom attributes that are available but not already selected to appear on the Event Template under Selected Fields. To add a user-defined field to the selected fields, click on the checkbox next to its name and then click Add Fields to Template
        Configuring Event Templates - Edit Event Template - User Defined Fields
      2. The Selected Fields will contain a list of all custom fields that may appear on the details view of each event.  Any field displaying Visibility set to Hidden will not be seen by users of your calendars but the data is still being sent across from 25Live Pro.  You may reorder the fields by altering their sort order with the Order number of the up and down arrows.  If you Remove a custom field from the event template it will return when the Publisher feed next executes a refresh of the calendar (roughly every half hour).  Rather than attempting to remove fields, simply use the configuring options on the fields themselves to hide their visibility.
        Configuring Event Templates - Edit Event Template - Selected Fields
  5. When you are satisfied with your choices, select the OK button to save your modifications.
    Configuring Event Templates - Edit Event Template - Saving Your Modifications
Dealing with Images

The first time an event type makes its transit to your calendars, both the Event Image and the Detail Image will be listed in the User Defined Fields region of the template.  The Publisher does not automatically add these two event custom attributes to your templates.  For each event template where you may want to include images as part of your event, you'll need to add them to the event template.  You only have to perform this action once.

Adding Custom Fields in Bulk

If you have a custom field that you want to apply to all of your templates, you could visit each event template and add the field to each template one at a time.  But that is tedious if you have large numbers of event types.  To get around this, open the field for editing and use the Templates group to set the templates on which the field should appear.  You should also note that Event Image and Detail Image must be singular.

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